GENERAL AUTHORITY OPERATING PROCEDURES

PURPOSE

These procedures are intended to provide guidance for the smooth and consistent function of Authority Board (“Board”) business. These procedures reflect existing requirements of the lnterlocal Agreement (the “Agreement”) establishing the Metro Police Authority of Genesee County (“Authority”) and integrate more specific guidelines not otherwise provided for in the Agreement. Clarification and/or direction on specific items (e.g. officer selection) are outlined in the Agreement and should be referenced therein. The Agreement terms and conditions shall apply in any instances of conflict or confusion resulting from these procedures.

MEETING OPENED TO THE PUBLIC

Except as otherwise provided by law, all Board and Committee meetings shall be open to the public and shall be subject to the provisions of Michigan Open Meetings Act, 1967
PA 267, as amended (the “OMA”).

REGULAR MEETINGS

The Authority shall hold regular meetings at least three times per year (public hearing on budget, budget adoption, and acceptance of audit). A twelve-month schedule of meetings preceding each fiscal year shall be adopted by the Board, on or before the last meeting in December.

SPECIAL MEETINGS

A. Special meetings may be called by the Chief of Police or his/her designee on the written request of the Chairperson, Chief of Police, or any two (2) Board members, by providing each Board member and the Chief of Police with eighteen (18) hours written notice served personally or left at his/her usual place of residence, or as applicable by The OMA or other such statute.

B. The written notice shall include the date, hour, meeting place, and the purpose for which the Special Meeting was called and shall include related material where possible.

C. Any special meeting at which all members of the Board are present or have waived notice thereof in writing shall be a legal meeting for all purposes.

D. Business transacted at any special meeting shall be limited to subjects recited in the notice of such meetings.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
QUORUM OF BOARD AND VOTING

Four members of the Board shall constitute quorum for the transaction of business of the Authority at any Board meeting. Four (4) votes shall be required for the passage of any action, with the exception of adopting the budget, making amendments to the operating procedures; and the hiring, discharge, or discipline of the Chief of Police. A super majority vote of the full Board (i.e., 5 votes) shall be required to act on the later items of business. In the absence of a quorum, any number of Board members less than a quorum may adjourn any regular or special meeting to a later date.

MAINTAINING ORDER

Authority members shall preserve order and shall do nothing to interrupt or delay the proceedings of Board meetings.

AUTHORITY MEMBER’S RIGHT TO SPEAK

A. Right to Speak- The Chairperson, or in his/her absence, the Vice Chairperson, will have the responsibility to recognize a Board member’s right to speak before the body.

B. Discussion – A Board member may discuss any one subject in its order on the agenda for a maximum of five (5) minutes. After all Board members who wish to speak have exercised their right to speak on the subject, a Board member may be heard a second time for a maximum of five (5) minutes. With the consent of a majority of the Board, a Board member may be permitted to speak for a longer period of time.

C. Privilege of Closing Discussion – The Board member moving the adoption of a Resolution shall have the privilege of closing the discussion after all Members wishing to speak on the subject have had the opportunity.

D. The Chief of Police may speak on any subject before Board. He/she may answer questions about the administration of the Authority, or he/she may ask another administrative officer/recognized profession to answer for him/her. All questions about internal operation of the Authority shall be directed to the Chief of Police

E. Right to Appeal – Board members shall have the right to appeal from a decision of the Chair. A majority of Board will determine the matter.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
RIGHT TO SPEAK UNINTERRUPTED

A Board member duly recognized shall be allowed to speak on the topic under discussion for the prescribed time and may be interrupted if a point of order is raised. If the Board member is judged to be out of order, he/she must change his/her remarks or surrender his/her right to continue speaking.

ORDER OF BUSINESS

The order of business at regular Board meetings is as follows. Deviation is permissible when special circumstances warrant so.

1. Call to Order:

2. Invocation and Pledge of Allegiance to the Flag:

3. Roll Call:

4. Approve Minutes:

5. Approve Agenda:

6. Reports & Communications to Authority (if any):

7. Business Items:

8. Meeting Opened to the Public:

9. Remarks by Authority Board members:

10. Remarks by Chief or Designee

11. Adjournment:

PREPARATION OF AGENDA

A. The Agenda will be prepared by the Chief of Police with the input of the
Chairperson.

B. No item shall be added to the agenda if submitted to the Chief of Police less than seventy-two (72) hours prior to a regularly scheduled meeting unless voted upon to amend the agenda during the Approve Agenda portion of the Board meeting.

C. The finished Agenda for a regularly scheduled meeting, with associated material, should be delivered to each Board member no less than forty-eight (48) hours prior to the meeting.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
MOTIONS & RESOLUTIONS

A. All Motions and Resolutions, whenever possible, shall be pre-written and in the positive, meaning “yes” is approved and “no” is defeated. All motions shall require support. The Chairperson will assign, by rotation, the reading of motions & resolutions. A Board member who reads/moves for a motion may oppose, argue against or vote no on the motion.

B. To Adjourn. Motion to adjourn is out of under the following conditions:
1. When a vote is being taken.

2. If a person is speaking.

3. If the previous questions are ordered.

4. If repeated without the intervention of additional business. An unqualified motion to adjourn shall not be debatable.

C. To Lay Question on the Table

A motion to lay on the table is not debatable and precludes amendments or debate on the subject under consideration. A motion to lay on the table cannot be reconsidered. A motion to take a subject from the table is not debatable.

D. Motion Calling for Previous Question

This motion is not debatable. When the previous question is called for there shall be no further amendments or debate and pending amendments shall be taken in their order before the main questions. A 2/3 vote is required on a motion to call the question.

E. To Postpone To Another Time

This motion is debatable and may be amended as to time. All debate must be confined to its merit only and cannot go into the main question except for debate of the immediately pending question.

F. To Refer to Committee or Individual under section 4.06 of the Agreement. This is debatable.

G. Am endments

An amendment may be amended, but further amendments are out of order. Any amendment must be germane to original motion.

H. Motion to be Stated by the Chairperson.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
When a motion is made and seconded, it shall be stated by the Chairperson before debate. All main motions shall be in written form if requested by a Member of the Board.

I. Withdrawal of Motion

1. A motion may be withdrawn by the person making the motion with the consent of the person seconding the motion if debate has not begun.

2. A motion may be withdrawn after debate with consent of the majority of
Board.

PUBLIC ADDRESS OF AUTHORITY

The public shall be allowed to address the Board under the following conditions:

A. Each person who wishes to address the Board will be first recognized by the
Chairperson and requested to state his / her name and address.

B. Individuals shall be allowed five (5) minutes to address the Authority, unless special permission is otherwise requested and granted by the Chairperson.

C. There shall be no questioning of speakers by the audience; however, the
Board, upon recognition of the Chairperson, may question the speaker.

D. No one shall be allowed to address the Board more than once unless special permission is requested and granted by the Chairperson.

E. One spokesperson for a group attending together will be allowed five (5) minutes to address the Board unless special permission has been requested and granted by the Chairperson. The individual shall identify the members of the group and each shall affirm that the spokesperson is speaking on their behalf and using their public comment time allotment.

F. Those addressing the Board shall refrain from being repetitive of information already presented.

G. All comments shall be directed to the Chairperson.

H. Individuals are allowed to email, mail, or provide the Board with written public comments if they are unable to attend the Board meeting; however, the written public comment shall be subject to the following:

a. Is received by the Chief of Police at least twenty-four (24) hours prior to the meeting. Any communication received less than twenty-four (24) hours will be included in the Board packet at the next scheduled meeting.
b. The communication will be noted by the Board during the public comment period but will not be read into the record. Each Board member

Metro Police Authority of Genesee County
Operating Procedures
September 2025
shall receive a copy of the communication and the communication will be made available for the public to view at the meeting.

PUBLIC HEARINGS

Public Hearings are held for the purpose of allowing community input on a specific piece of business being considered by the Board. Citizens’ comments will be considered by the Board in their deliberations following the closure of the public hearing. Procedure shall be as per the following:

A. Public remarks shall be limited to 5 minutes.

B. No person may delegate his or her time or the balance of his or her time to another individual.

C. Remarks shall be restricted to the topic of the hearing.

D. Remarks must be directed to the Board and not to the public body or staff. E. Speakers need not to be a resident of the police servicing area.
F. Questions asked of the Board are not usually answered at this time, as it is the public’s occasion to speak. However, the Chairperson may rule that either a member of the Board or a member of Authority staff may make a response, following the query.

G. Decorum shall be maintained. CHAIRPERSON
The Board, at its last regular meeting of the calendar year, shall elect one of its municipal appointed members Chairperson for a term of one (1) year. The Chairperson shall preside over meetings of the Board and for all ceremonial purposes and shall have a vote on all matters, but no administrative duties or veto power. The Chairperson shall sign deeds, bonds, contracts and other such instruments as may require authentication under the provision of law and when authorized by the Board to do so. The Chairperson shall perform only such duties as shall be specifically conferred or required by law.

VICE CHAIRPERSON

The Board, at its last regular meeting of the calendar year, shall elect one of its municipal appointed members Vice Chairperson for a term of one (1) year. This person shall act in the temporary absence or disability of the Chairperson.

The Vice Chairperson shall succeed to the office of Chairperson in the case of a vacancy in the office of Chairperson. The senior member of the Board from the standpoint of continuous service shall then act as Vice Chairperson. As between persons of equal seniority, the board shall select another qualifying member for the position of Vice Chairperson.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
SEVENTH BOARDMEMBER

The Board, at its last regular meeting of the calendar year, shall select one an additional member to serve for a renewable term of one (1) year. The selected seventh board member shall not vote except in the case of a tie vote. The seventh member shall break all tie votes, if present. The qualifications to serve in this capacity include a background in law enforcement and knowledge of the geographic area where police services are provided.

COMMITTEES

A. The Chairperson, with the advice and consent of Board, may appoint temporary committees whose membership may include persons not on the Board.

B. Committees will be appointed to study specific matters and a time limit shall be placed on the length of the study. The committee will make a report to the Board at the predetermined time. The Board Secretary shall keep a journal of all committee meetings, and such meetings shall comply with the OMA. All committee reports upon which action is expected shall be in written form and copies shall be available to each member of Board.

VOTING RECORD OF BOARD

A vote upon all proposed motions and resolutions shall be taken by “YES” and “NO” vote and the vote of each Board member entered upon the journal, except that where the vote is unanimous it shall be necessary only to so state.

VOTING REQUIREMENTS

A Board member shall not vote on any question in which the Board member shall have a direct personal financial interest, other than as a citizen of the community, but on all other questions the Board member shall vote, unless excused there from by a vote of at least four (4) of the members of Board.

MEETING MINUTES

A record shall be kept of all meetings and the actions taken at these meetings. The names of members present and those absent shall be part of the minutes. There shall be a journal of proceedings of all Board meetings, signed by the Chairperson and Secretary and to which the public shall have access at all reasonable times.

SERGEANT-AT-ARMS

Any designee of the Chief of Police may act as Sergeant-at-Arms at Board meetings if so requested to by the Board.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
AMENDMENTS TO RULE OF BOARD

The rules of Board may be amended by a two-thirds vote of the entire membership of Board. Amending action will become final at the meeting following introduction of the amendment if voted on favorably.

TRAVEL & REIMBURSEMENT POLICY A. General Provisions
1. A representative of the Board is expected to use good judgment regarding the nature and extent of expenses incurred while traveling. Expenses for members of one’s family or guests, who may accompany, are not reimbursable.

2. The provisions of this policy shall apply for travel expenditures of all individuals traveling on behalf of the Authority unless otherwise promulgated to an applicable personal policy.

3. Approved travel for all Authority Employees shall be at the discretion of the Chief of Police; provided, funds in the appropriate budget category are available for such purpose. Travel expenses shall be subject to the Authority’s Purchasing policy.

4. Travel of Board members may be approved by the Chief of Police; provided, funds in the appropriate budget category are available and budgeted for such purpose. Travel expenses shall be subject to the Authority’s Purchasing policy.

5. Travel of the Chief of Police shall be at the discretion of the Board.

6. One engaged in travel for benefit of the Authority has a responsibility to keep accurate, substantiated cost records and to submit requests for reimbursement promptly upon return.

B. Expenses Approved for Reimbursement

The following expenses are authorized for reimbursement when an expense report has been submitted which itemizes the actual and necessary expenses related to the travel:

1. Use of personal car shall be reimbursed at the current rate of mileage for the miles driven as published by the Internal Revenue Service.

2. Use of Authority car – Expenses incurred such as gas, oil, and repairs.

3. Lodging – Hotel accommodations shall be reimbursed when receipts for all lodging costs are secured. If family members or guests accompany, the reimbursable lodging cost shall be that of a single room.

Metro Police Authority of Genesee County
Operating Procedures
September 2025
4. Meals – Reasonable expenses for meals will be reimbursed at actual cost.
Receipts for meals are not required, but should be secured when available. Alcoholic beverages are specifically excluded from reimbursable expenses.

5. Local Transportation – Local transportation costs, such as taxi fare (including tips) shall be reimbursed. Parking expense for a personal or Authority car shall also be included.

6. Registration Fee – Fees for registration at any meeting or convention attended are allowed for reimbursement. A receipt for the registration fee is required.

7. Gratuities – Reasonable expenses for tips are reimbursable and should be reported by day.